Purpose
This procedure contains the instructions for

Procedure

Two Folders For Each Property Under Management
•	Landlord Client - Manilla colour
•	Tenant - Pink colour
•	File instruction sheet to be placed on front of cover of both files

Label Each Folder
•	Each file is labelled (typed) with the details of the property
o	Suburb
o	Property Street Name
o	Property Number	
o	Apartment (Unit) Number.
•	Place label along spine of file, so that will be visible from the filing area.

Landlord Client Documents Filed
•	All documents relating to the Landlord Client of the property are secured in to the file.
•	1 plastic pocket / 1 authority / 1 owners instruction 
•	Attach the Checklist to the inside front left cover.
•	Complete relevant information, as required in the Checklist.
•	All files must contain hard copies of the Signed Management Agency Agreement.
•	Other documents that may be saved in the soft copy or hard copy file:
o	Insurance policies
o	Plans of the property
o	Strata plan
o	Periodic inspection reports
o	Letters/faxes to or from the Landlord Client
o	Repair documents.
•	All documents must be fastened into the file, to avoid items being lost.
•	All documents must be filed in chronological order.

Tenant Documents Filed
•	File all documents relating to the tenancy of the property.
•	1 plastic pocket / 3 new leases / tenant new pack
•	Leases and new pack saved
•	Attach the Checklist inside front left cover of the folder.
•	All Tenant files must have a hard copy of:
o	Executed Residential Tenancy Agreement (Part 1)
o	Completed Condition Report (Part 2)
o	The signed Tenancy Application Form
o	Termination Notices Served (if any ever served)
o	Attornment Notices Served (if any ever served)
o	Rent Increase Notices Served (if any ever served).
•	Other documents may be filed here, or soft copy is also acceptable.
•	All documents are to be fastened into the file, to avoid items being lost.
•	All documents must be filed in chronological order.

Place Folders In Filing Storage Area
•	The folders are filed in alphabetical order by street name, then numerical.
•	Folders must not be filed by Landlord Client or Tenant as these may change, the property address  will always remain the same.
•	Filing Cabinet is to be closed at all times, unless obtaining a file for use.
•	Filing Cabinet must be locked upon closing the Agency each night (fire proof).